Building Your Evidence File: Parent Documentation Toolkit

Documentation Steps for Parents

1. 1
   Create a dedicated folder

   Set up both a physical binder and a digital folder, organized by date and school year. Having both ensures you do not lose records if one format is unavailable.

2. 2
   Save all written communications

   Keep every email, letter, or written note from the school. Screenshot email threads and save to your folder with the date in the filename. Do not rely on your email inbox alone.

3. 3
   Request meeting minutes in writing

   After every school meeting, send a brief email to the teacher or principal summarizing what was discussed and any commitments made. This creates a documented record of verbal conversations.

4. 4
   Track incidents

   For every incident involving your child, a physical intervention, an early dismissal, a refusal of accommodation, record the date, time, what happened, who was present, and your child's reported experience.

5. 5
   Keep copies of all IEPs

   Request a copy of every IEP version, including drafts shown at meetings. Date-stamp each copy. Differences between IEP versions can be important evidence if accommodations were quietly removed.